Executive Assistant

PLANNED PARENTHOOD OF WISCONSIN, INC. MILWAUKEE, WI EXECUTIVE ASSISTANTAt Planned Parenthood of Wisconsin, Inc. (PPWI), we work to provide quality, affordable health care services, comprehensive education, and strong advocacy. We serve over 60,000 patients annually in 24 health centers statewide, making us the largest and most trusted reproductive health care provider in Wisconsin. Our goal is to help keep Wisconsin safe, healthy and strong! This is an excellent opportunity for Executive Assistant (40hrs/wk) at ourJackson Street Administration Office and all the communities that we serve throughout Wisconsin. PURPOSE of POSITION: The Executive Assistant provides high level, complex, diversified, confidential administrative and executive support. Serves as a resource supporting the day-to-day activities of the Executive Suite, including CEO and Chief of Staff. Capable of working independently with little to no supervision and displays strong verbal and written communication. Leads the project process and commitments involving the CEO and the Agency. Assists and coordinates the Senior Management Team and CQRM committee. Serves as the coordinator and liaison to the PPWI Board of Directors. Stewards board relationships. QUALIFICATION REQUIREMENTS:- Must be committed to PPWI's vision, values, goals, policies and philosophy. - Ability to demonstrate excellent customer service through effective communication both internally and externally. - Advanced level of written and verbal communication skills; excellent editing, proofreading, grammar, and spelling.- Commitment to diversity, equity and inclusion. - Must possess effective interpersonal skills to relate to a variety of constituencies. - Solid skills are required as follows: taking meeting minutes, project planning and management, multi-tasking, organization, team building, initiative and following through. - Must be able to learn quickly and relay/disseminate information accurately while maintaining strict confidentiality. - Attention to detail, tolerance for ambiguity, and the ability to work in a fast-paced, deadline driven environment are essential. - Must be able to anticipate the needs of the CEO from an administrative perspective. - Strong analytical and problem-solving skills.- Must be dependable, ethical, and perform in a manner that is above reproach. - Must possess project management experience, with solid planning and organizational skills. - Proficient in Microsoft Office products (Outlook, Word, Excel, and PowerPoint).- Acquire and maintain certification as Notary Public.EDUCATION and/or EXPERIENCE:??? High school diploma or equivalent. ??? Minimum of 5 years of administrative experience, with at least two years supporting one or more executives. ??? Experience stewarding individual and organizational relationships.PHYSICAL REQUIREMENTS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position is predominantly sedentary requiring the ability to sit, bend, stand and walk. May require occasional stooping, reaching, stair-climbing and repetitive motions of the hands and wrist related to writing and typing at an electronic keyboard. Rarely requires kneeling, pushing/pulling and repetitive motions of the feet.Physical demands of the position necessitate hearing, talking, handling and grasping regularly. May require lifting up to 30 pounds. Specific vision conditions include close vision reading. Requires the ability to operate a computer, telephone, fax, copy machine and adding machine or calculator.WORKING CONDITIONS:The position is generally performed in an office environment but involves frequent interruptions. The noise level is generally low to quiet. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations, however, may be made to enable individuals with disabilities to perform said essential functions.Long hours, evening and/or weekend hours may be necessary. This position requires occasional travel statewide, therefore a valid driver's license and auto insurance in accordance with agency liability standards is required. Must have reliable transportation.ESSENTIAL DUTIES and RESPONSIBILITIES:Executive Support: Serve as a primary point of direct administrative contact and liaison with other offices, individuals and external organizations on a range of issues.Responsible for complex calendar management, requiring interaction with internal employees, senior management, as well as consultants, external executives and assistants, and donors to coordinate a variety of executive meetings. Compliance - responsible for monitoring and adhering to strict compliance measures.Arrange detailed travel plans, itineraries, and agendas; and compiling documents for travel related meetings; provides full itineraries with detail in calendar and circulates as necessary. Provides a bridge for efficient communication between Executive Office, internal departments, supporters, vendors and visitors by phone, email, and in person.Supports strategic events and strategic customer and internal meeting logistics both on and off site. Creates meeting invites, prepares agendas, reports, and other documents distributing to attendees. Plan and coordinate food and beverage orders and delivery if applicable.Plays a key role in supporting the development and maintenance of relationships crucial to the organization. Works closely and effectively with the Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Performs independent research and compiles, analyzes, and summarizes information form a variety of sources to support Executive Office needs, activities, and meetings. Organize and maintain accurate, complete and up-to-date departmental documentation systems for easy retrieval of information. Prepare accurate, high-quality correspondence and assist with preparation of presentation materials; draft correspondence, including letters, reports, and statistical data on behalf of the CEO.Sort, prioritize and distribute incoming mail of CEO; return phone calls on behalf of CEO.Manage, create and coordinate report submission, manuals, etc. as necessary.Board Liaison and Steward:Coordinate Board and Committee meetings, retreats and orientations. Handle all logistics including vendor negotiations. Handle the queries and questions of Board of Directors and key volunteers and work closely with Board and Committee Chairs to make certain their needs are met. Manage the creation, development, distribution and proper notice for Board meeting agendas and preparation of materials; prepare and distribute concise, complete meeting minutes.Collect, maintain and distribute requested information about the Board, its members and its adjunct bodies. Manage and maintain a database including Board and Committee information such as bios, expiration of terms of Board members, Board directory, Orientation manual, etc. Manage, maintain, and advance the use of the board portal. Provide board-level administrative support, when needed, to Board members. Advance board processes and procedures. Serve as a strategic thought partner to the CEO around board activities and engagement. Serve as a primary steward of board relationships.Project Management Completes critical aspects of deliverables and special assignments or project(s) by establishing objectives, determining priorities, managing times, gaining cooperation of others, monitoring progress, problem solving and making adjustments to plan.Ensures alignment among the various contributors and/or stakeholders of the project(s) while displaying and using tact, diplomacy, and persistence. Clearly communicates progress, results, changes in timeline, road blocks, successes or other issues to Chief of Staff and other parties involved with the project(s).Other Office Administration: Provide administrative support for CEO as needed, including, scheduling conference calls, travel arrangements, scheduling meetings and follow-up, processing expense reports, coding and processing invoices.Coordinate daily administrative needs for the departments, including daily mail, office supply stocking/ordering, processing departmental invoices, directing phone inquiries from internal and external customers.Serve as a back-up for opening and distribution of agency mail as well as processing of outgoing daily mail. Serve as back-up for other Agency coordinators.Other Duties:Perform other duties as assigned.